USER GUIDE
V3.0
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TABLE OF CONTENTS
1. CISCO 7941 HANDSET............................................................................................................................................................................... 3
1.1 PLACING A CALL ................................................................................................................................................................3
1.2 RECEIVING A CALL ............................................................................................................................................................. 3
1.3 HOLD .................................................................................................................................................................................3
1.4 MUTE .................................................................................................................................................................................3
1.5 THREE WAY CONFERENCING ..............................................................................................................................................4
1.6 TRANSFERRING A CALL ......................................................................................................................................................4
1.7 VOICE MAIL........................................................................................................................................................................4
1.8 FORWARDING CALLS: TURN ON .........................................................................................................................................4
1.9 FORWARDING CALLS: TURN OFF .......................................................................................................................................4
2. POLYCOM 430 HANDSET........................................................................................................................................................................... 5
1.10 HANDSET QUICK REFERENCE .............................................................................................................................................5
1.11 PLACING A CALL ................................................................................................................................................................5
1.12 RECEIVING A CALL ............................................................................................................................................................. 6
1.13 HOLD .................................................................................................................................................................................6
1.14 MUTE .................................................................................................................................................................................6
1.15 THREE WAY CONFERENCING ..............................................................................................................................................6
1.16 SPLITTING A CONFERENCE .................................................................................................................................................6
1.17 TRANSFERRING A CALL ......................................................................................................................................................6
1.18 VOICE MAIL........................................................................................................................................................................6
1.19 FORWARDING CALLS: TURN ON .........................................................................................................................................7
1.20 FORWARDING CALLS: TURN OFF .......................................................................................................................................7
3. POLYCOM 601 HANDSET........................................................................................................................................................................... 8
3.1. HANDSET QUICK REFERENCE .............................................................................................................................................8
3.2. PLACING A CALL ................................................................................................................................................................8
3.3. RECEIVING A CALL ............................................................................................................................................................. 9
3.4. HOLD .................................................................................................................................................................................9
3.5. MUTE .................................................................................................................................................................................9
3.6. THREE WAY CONFERENCING ..............................................................................................................................................9
3.7. SPLITTING A CONFERENCE .................................................................................................................................................9
3.8. TRANSFERRING A CALL ......................................................................................................................................................9
3.9. VOICE MAIL......................................................................................................................................................................10
3.10. FORWARDING CALLS: TURN ON .......................................................................................................................................10
3.11. FORWARDING CALLS: TURN OFF .....................................................................................................................................10
4. TOOLBAR................................................................................................................................................................................................ 11
4.1. TOOLBAR QUICK REFERENCE........................................................................................................................................... 11
4.2. PLACING A CALL USING THE DIAL NUMBER BOX................................................................................................................ 12
4.3. PLACING A CALL FROM YOUR OUTLOOK CONTACTS.......................................................................................................... 12
4.4. RECEIVING A CALL ........................................................................................................................................................... 12
4.5. CALL FORWARDING ALWAYS............................................................................................................................................13
4.6. CALL FORWARDING NO ANSWER...................................................................................................................................... 13
4.7. CALL FORWARDING BUSY ................................................................................................................................................14
4.8. DO NOT DISTURB .............................................................................................................................................................14
4.9. WEB EXPRESS ................................................................................................................................................................. 14
4.10. COMMPILOT EXPRESS: NONE ...........................................................................................................................................15
4.11. COMMPILOT EXPRESS: AVAILABLE IN OFFICE................................................................................................................... 15
4.12. COMMPILOT EXPRESS: OUT OF OFFICE ............................................................................................................................15
4.13. COMMPILOT EXPRESS: BUSY ...........................................................................................................................................16
4.14. COMMPILOT EXPRESS: UNAVAILABLE...............................................................................................................................16
4.15. SIMULTANEOUS RINGING ..................................................................................................................................................17
4.16. AUTOMATIC CALLBACK ....................................................................................................................................................17
4.17. REMOTE OFFICE............................................................................................................................................................... 17
4.18. VOICE MANAGEMENT........................................................................................................................................................17
4.19. TOOLBAR LINKS ...............................................................................................................................................................18
5. TELOPORTAL.......................................................................................................................................................................................... 18
5.1. LOGGING IN......................................................................................................................................................................19
5.2. EDITING YOUR PASSWORD ...............................................................................................................................................19
5.3. CALL FORWARDING ALWAYS: TURN FORWARDING ON .....................................................................................................20
5.4. CALL FORWARDING ALWAYS: TURN FORWARDING OFF.................................................................................................... 21
5.5. CALL FORWARDING BUSY: TURN FORWARDING ON..........................................................................................................21
5.6. CALL FORWARDING BUSY: TURN FORWARDING OFF ........................................................................................................22
5.7. CALL FORWARDING NO ANSWER: TURN FORWARDING ON ...............................................................................................22
5.8. CALL FORWARDING NO ANSWER: TURN FORWARDING OFF.............................................................................................. 23
5.9. FEATURE ACCESS CODES SECTION ..................................................................................................................................23
6. ADDITIONAL TELOVATIONS INFORMATION................................................................................................................................................. 24
6.1. TELOVATIONS E-MAIL.......................................................................................................................................................25
6.2. ONLINE BILLING ...............................................................................................................................................................25
1. Cisco 7941 Handset
The following chapter contains basic instructions on how to use a Cisco 7941 Handset.
1.1 Placing a Call
Lift the handset and dial the number.
For hands free speaker mode: press the SPEAKER button then dial the number.
To dial a number from your Directories:
For Missed Calls
1. Press the DIRECTORIES button.
2. Press the
Select soft key to select Missed Calls from the Directory menu. The call history for
missed calls is displayed on the LCD screen.
3. Press the
Dial soft key to speed dial the highlighted number, as displayed, from the missed
call list.
For Received and Placed Calls
1. Press the DIRECTORIES button.
2. Press the Scroll key to select the desired call history option: Missed Calls, Received Calls,
Placed Calls, or Personal Directory.
3. Press the
Select soft key to display the selected call history list.
4. Press the Scroll key to scroll through the numbers listed in the selected call history list.
5. Press the
Dial soft key to speed dial the highlighted number from the call history list.
1.2 Receiving a Call
Lift the handset, OR press the SPEAKER button or the
Answer soft key for hands free speaker mode.
1.3 Hold
During a call, press the Hold soft key.
To retrieve the call, press the
Resume soft key.
1.4 Mute
During a call, press the MUTE button.
To turn off Mute, press the MUTE button again.
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1.5 Three Way Conferencing
1. Place a call to the first party.
2. Press the Cnfrnc soft key to create a new call (the active call is placed on hold).
3. Dial the phone number of the second party.
4. When the second party answers, press the
Cnfrnc soft key again to join all parties in the
conference.
1.6 Transferring a Call
1. During a call, press the More soft key and then press the Trnsfer soft key (the active call is
placed on hold).
2. Dial the number to which you want to transfer the call.
3. Press the
Trnsfer soft key again to complete the transfer. This can be done as soon as the ring
back sound is heard or you can wait until the third party answers and talk to them before
completing the transfer.
4. Hang up if the party accepts the call. If the party refuses the call, return to the original call by
pressing the
Resume soft key.
1.7 Voice Mail
Received messages will be indicated by a flashing Message Waiting Indicator LED on the front of the
phone and optionally a visual notification on the display. To listen to voice messages:
1. Press
2. Your phone will ring your Voice Portal.
3. Enter your pass code, followed by the # key.
4. Follow voice prompts to listen to your messages.
1.8 Forwarding Calls: Turn ON
1. Press the CFwd soft key.
2. When the dial tone is heard, enter a number to forward all future calls to.
3. When finished dialing, verify Forwarded to xxxxxxxxxx is displayed above the soft keys on the
LCD screen.
1.9 Forwarding Calls: Turn OFF
1. Press the
CFwdALL soft key.
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2. PolyCom 430 Handset
The following chapter contains basic instructions on how to use a PolyCom Sound Point IP 430
Handset.
1.10 Handset Quick Reference
1.11 Placing a Call
Lift the handset and dial the number.
For hands free speaker mode: press then dial the number.
To dial a number from your call logs, use the arrow keys to find a number from your call lists or speed
dial index. Highlight the number you want to call and press the Dial key to complete the call.
Up Arrow: Speed Dial Info
Right Arrow: Placed Calls Log
Left Arrow: Received Calls Log
Down Arrow: Missed Calls Log
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1.12 Receiving a Call
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Lift the hand OR Press set.
for hands free speaker mode.
1.13 Hold
During a call, press or the Hold soft key.
o retrieve the call, press the Resume
T
soft key.
1.14 Mute
During a call, press
the LED on the phone lights up and a flashing microphone on the display
er p
indicates that the oth arty cannot hear you.
To turn off Microphone Mute, press
again.
1.15 Three Way Conferencing
5. Place a call to the first party.
6. Press the
Cnfrnc soft key to create a new call (the active call is placed on hold).
nfrnc
7. Dial the phone number of the second party.
8. When the second party answers, press the
C soft key again to join all parties in the
conference, or press the
Split soft key to put the first call on hold and keep the second cal
the active call.
l as
1.16 Splitting a Conference
When a conference has been established, a Split
soft key is available. Pressing the key will split the
conference into two calls on hold.
1.17 Transferring a Call
5. During a call, press the Trnsfr soft key (the active call is placed on hold).
6. Dial the number to which you want to transfer the call.
7. Press the
Trnsfr soft key again to complete the transfer. This can be done as soon as the ring
blind transfer (without consultation) can be made by pressing the Blind
back sound is heard or you can wait until the third party answers and talk to them before
completing the transfer.
A
soft key.
1.18 Voice Mail
Received messages will be indicated by a flashing Message Waiting Indicator LED on the front of the
5. Press
phone and optionally a visual notification on the display. To listen to voice messages:
6. Your ph ll one wi ring your Voice Portal.
key.
s.
7. Enter your pass code, followed by the #
8. Follow voice prompts to listen to your message
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1.19 Forwarding Calls: Turn ON
4. Press the Fwd soft key from the phone’s idle display.
5. Enter a number or URL to forward all future calls to.
6. Press the
Enable soft key to confirm Call Forwarding. A moving arrow replaces the usual
indicator for that line to confirm Call Forwarding enabled.
1.20 Forwarding Calls: Turn OFF
2. Press the Fwd
soft key from the phone’s idle display.
3. Press the
Disabl soft key. The line indicator will now display the regular icon.
3. PolyCom 601 Handset
The following chapter contains basic instructions on how to use a PolyCom Sound Point IP 601
Handset.
3.1. Handset Quick Reference
3.2. Placing a Call
Lift the handset and dial the number.
For hands free speaker mode: press
and then dial the number.
To dial a number from your call logs, use the arrow keys to find a number from your call lists or speed
dial index. Highlight the number you want to call and press the Dial key to complete the call.
Up Arrow: Speed Dial Info
Right Arrow: Placed Calls Log
Left Arrow: Received Calls Log
Down Arrow: Missed Calls Log
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3.3. Receiving a Call
Lift the handset, or press
for hands free speaker mode.
3.4. Hold
During a call, press or the Hold soft key.
To retrieve the call, press the
Resume soft key.
3.5. Mute
During a call, press
. The button lights up to indicate that the other party cannot hear you.
To turn off Microphone mute, press
again.
3.6. Three Way Conferencing
1. Place a call to the first party.
2. Press
or the Confrnc soft key to create a new call (the active call is placed on hold).
3. Dial the phone number of the second party or use the arrow keys to access speed dial
numbers, missed, placed and received call lists. From one of these lists press the
Dial soft
key.
4. When the second party answers, press
or the Confrnc soft key again to join all
parties in the conference, or press the
Split soft key to put the first call on hold and keep the
second call as the active call.
A conference may be created at any time between an active call and a call which is on hold (on
the same line or another line) by pressing the
Join soft key.
3.7. Splitting a Conference
When a conference has been established, a Split soft key is available. Pressing the key will split the
conference into two calls on hold.
3.8. Transferring a Call
1. During a call, press the Trnsfr soft key (the active call is placed on hold).
2. Dial the number to which you want to transfer the call.
3. Press the
Trnsfr soft key again to complete the transfer. This can be done as soon as the ring
back sound is heard or you can wait until the third party answers and talk to them before
completing the transfer.
A blind transfer (without consultation) can be made by pressing the
Blind soft key.
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3.9. Voice Mail
Received messages will be indicated by a flashing Message Waiting Indicator LED on the front of the
phone and optionally a visual notification on the display. To listen to voice messages:
9. Press
10. Your phone will ring your Voice Portal.
11. Enter your pass code, followed by the # key.
12. Follow voice prompts to listen to your messages.
3.10. Forwarding Calls: Turn ON
1. Press the Fwd soft key from the phone’s idle display.
2. Enter a number or URL to forward all future calls to.
3. Press the
Enable soft key to confirm Call Forwarding. A moving arrow replaces the usual
indicator for that line to confirm Call Forwarding enabled.
3.11. Forwarding Calls: Turn OFF
1. Press the
Fwd soft key from the phone’s idle display.
2. Press the
Disabl soft key. The line indicator will now display the regular icon.
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4. Toolbar
Telovations Telephony Toolbar is
a desktop communicator that works with your telephone handset.
Working through Microsoft
applications like Outlook and Exchange, you can easily manage all of your
everyday communications in one place. The following chapter contains basic instructions on using
your Telovations Toolbar.
4.1. Toolbar Quick Reference
Connect: This shows if you are logged into the Telovations platform.
Options: Where you enter login during initial set-up and configure general connection
settings.
Services: Configure call control features and Voice Messaging Options.
Remote Office: Enable a remote location (home, hotel) to act as your work phone.
Simultaneous Ringing: This allows you to set up a list of up to ten additional phone
numbers that ring each time you receive a call.
Web Express: Enable pre-configured profiles – None, In Office, Out of Office, Busy, and
Unavailable.
Call Forward Always: Turn on/off the ability to forward all incoming calls to a specified
phone number.
Call Forward No Answer: Turn on/off the ability to forward all incoming calls to a
specified phone number if your phone isn’t answered after a specified number of rings.
Call Forward Busy: Turn on/off the ability to forward all incoming calls to a specified
phone number if your phone is busy.
Do Not Disturb: Turn on/off the ability to send calls directly to voice-mail busy greeting.
Speed Dial 8/100: Click to view or call Speed Dial contacts.
Call History: View missed, dialed, and received calls.
Personal Directory: Access your personal directory.
Group Directory: Access the company-wide group directory.
Search: Perform a keyword search of directory listings.
Toolbar: Contains conferencing and informational links.
Dial Number: Remembers the last 10 dialed numbers for quick selection.
Answer answers an incoming call.
Hold: Place an active call on Hold.
Voice mail: Transfer an active call to voice mail, or dial your voice portal.
Transfer: Transfer an active call to another party.
End: Disconnect an active call.
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4.2. Placing a Call using the Dial Number Box
To place a call using the dialing box:
1. Highlight the Dial Number box.
2. Type in the number you wish to dial.
3. Press the Enter key.
4.3. Placing a Call from your Outlook Contacts
1. Open Outlook and click on the Contacts item in the Folder list.
2. Select the contact you wish to call from the contact list.
3. Use the Dial Contact pull down list from the Telovations Telephony Toolbar to select the
contact phone number you wish to dial (Business, Home, or Mobile).
4.4. Receiving a Call
Pick up your handset.
OR
Click on the popup notification if you have an Advanced Call Control (ACC) compliant phone.
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4.5. Call Forwarding Always
This option forwards all incoming calls to a specified phone number. A reminder ring can also be
played to alert the user to the call-forwarding option being selected. The settings can be changed via
the
button. When this service is activated, the icon in the toolbar changes to .
4.6. Call Forwarding No Answer
This option forwards all incoming calls to a specified phone number when your phone is not answered
after the selected number of rings occur. The settings can be changed via the
button.
When this service is activated, the
icon in the toolbar changes to .
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4.7. Call Forwarding Busy
This option forwards all incoming calls to a specified phone number when all the lines on the phone
are in use. The settings can be changed via the
button. When this service is activated, the
icon in the toolbar changes to .
4.8. Do Not Disturb
This feature allows all incoming calls to be forwarded to a voice messaging service, with notification of
the user when this occurs, if desired. The settings can be changed via the
button. When
this service is activated, the
icon in the toolbar changes to .
4.9. Web Express
Web Express (CommPilot Express) provides the ability to configure and manage inbound call flows.
Web Express allows you to configure up to four profiles to control inbound calls. Even when you're off-
site you can still manage your profiles on the Web or on the phone. With Web Express, you can work
efficiently without unnecessary interruption and manage calls based on your schedule and
preferences.
IMPORTANT NOTE: You should not configure other services, such as Call Notify, Call Forwarding, or
Simultaneous Ring if you use Web Express.
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4.10. CommPilot Express: None
Selecting this option will not use any of Web Call Manager's profiles. Any other services that may be
activated will be used to handle incoming calls.
4.11. CommPilot Express: Available in Office
This profile provides the facility to indicate how calls are handled when the user is located in the
office. The user can enable incoming calls to ring at additional phones and setup voice messaging to
take calls.
4.12. CommPilot Express: Out of Office
This profile enables the user to dictate how calls are handled when he/she is out of the office, but
available to receive calls. Calls can be forwarded to different phones and notification e-mails can be
sent.
4.13. CommPilot Express: Busy
With this profile users can indicate how calls are to be handled when they are busy. Calls from
selected numbers can be forwarded, calls can be sent to Voice Messaging, and an e-mail notification
can be sent when a call is received.
4.14. CommPilot Express: Unavailable
This profile enables users to specify how calls are handled when they are not available. For example
when you are on vacation, calls from selected numbers can be forwarded and users can specify a
Voice Messaging greeting to be heard by all callers.
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4.15. Simultaneous Ringing
This feature enables the Toolbar to alert other phones when incoming calls are received. The user
has the option of disabling this service during calls.
4.16. Automatic Callback
This feature allows a Toolbar user to monitor a busy party in your group and automatically establish a
call when the busy party is available.
4.17. Remote Office
This feature allows the use of another phone instead of the normal business phone.
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4.18. Voice Management
Voice Management allows users to specify how voice messages are handled. Unified messaging
allows voice messages to be captured and forwarded to a particular e-mail address. The Phone
Message Waiting Indicator is a visual reminder on the phone that a message has been recorded.
Furthermore, e-mail notifications can be made of the recorded voice message.
4.19. Toolbar Links
The drop down list allows Toolbar users to access links to other Telovations Services. Services
currently include:
• Conferencing
• VoIP Services
5. TeloPortal
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The TeloPortal is a Web site you can use to make changes to your phone settings and account. Many
of the features in the Teloportal can also be changed through your handset or Toolbar. If you became
a customer before 9/1/2006, you will login to the Web Portal. If you became a customer after
9/1/2006, you will login to the Teloportal.
The following chapter is a brief look into a few of the tasks for which you can use the Web site. If you
would like to read a more detailed explanation of how to use each feature, logon to
www.telovations.com and visit the support link to download the entire manual.
5.1. Logging In
Take the following steps to open your Web Interface login page:
1. Launch Microsoft Internet Explorer (version 5.0 or higher).
2. Go to Telovations Web address:
www.telovations.com.
3. Click on the
Login tab.
4. Click on the
TeloPortal link.
5. Fill in your user name and password.
6. Press Login.
5.2. Editing Your Password
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Use this procedure to reset your Web access or voice portal password. Note: If you reset your
password, you will need to update the new password in your Toolbar under the options section.
1. Log in using the instructions listed on the previous page.
2. Click
Profile on the Options menu.
3. On the User – Profile Menu page, click
Passwords. The User- Passwords page appears.
4. Click the radio button to indicate which password you are changing. To change the password
that gets you into the Web Interface Portal, click
Set Web access password. To change the
password for your voice messaging options, click
Set voice portal password.
5. Type your current password. Type the password exactly as you do when logging into the
system, including capitalization.
6. Type your new password. Type the password exactly as you do when logging in to the system,
including capitalization.
7. Type the new password again. Re-type the new password exactly as it was typed the first
time, including capitalization.
8. Save your changes. Click
OK. OK saves your changes and displays the previous page. To exit
without saving, click
Cancel to display the previous page. Web access passwords are
alphanumeric combinations that must begin with a letter. Voice portal passwords are numeric
characters only.
5.3. Call Forwarding Always: Turn Forwarding ON
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